Monthly Invoicing: A Checklist ✅

Hi there! 👋

We created this page specifically for you, our Invoice Managers at Check. Here, you'll find guidelines and general tips on how to handle your Check campaigns, ensuring they're invoiced correctly and we maintain a healthy company income.

<aside> ✉️ Anything missing below? Just reach out to [email protected] and I will be happy to assist 👋

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Export monthly invoicing sheet (requires one person's attention each month) 📈

Each month, one person must export all data from Check for the previous month. Ensure all team members have submitted their timesheets before proceeding with the export.

  1. Navigate to the Detailed time report in Check. There's no need to apply any filters. Simply click on Export Options, then select Custom export. Refer to the screenshot below for guidance.
  2. Ensure you select the correct time frame (last month) and include all projects (both active and archived). Select only external projects and exclude any extra data. Then click Export.
  3. Be patient—Check needs a few moments to generate the report. Once it's ready, you'll find the XLSX file in your computer's downloads folder. Open this file and convert it to a Google Sheet, then save it here.
  4. Share the generated sheet in the #invoicing Slack channel.

Register invoices for your projects 💵

As an Invoice Manager (faktureringsansvarig), you're responsible for registering invoices for all your assigned projects. This task should be completed within the first few days of each month. Deadlines are communicated monthly via our #invoicing Slack group. Use the shared invoicing sheet to get an overview of all your projects. Go through the list one by one, and don't forget to double-check the Dashboard and Project Management sections in Check—these are helpful reminders of any projects you might have overlooked.

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  1. Open a project in Check and review last month's activities in the Overview tab. Consider: How many hours were spent? How does this compare to historical time spent? Is the budgeting set up correctly, including hourly rate and hours?
  2. Navigate to the Expenses tab. Identify any expenses to include in this month's invoicing. Ensure your expense budget is correctly set up for each service type, with media always on its own expense-budget line.
  3. Proceed to the Invoices tab and create the new invoice. You can import information from previous invoices using the Show previous invoices function.
  4. Once you're absolutely certain the information is correct (including fees and media), register the invoice. If you're unsure, save it as a draft and ask a colleague to review it.
  5. For any re-invoiced expenses (vidarefaktureras), ensure they're marked as invoiced.
  6. Record company income for retainer and fixed projects. Refer to the detailed guide below for instructions.
  7. Return to the invoicing sheet and highlight the project row in green to indicate it's been processed.
  8. If a project in the sheet doesn't require invoicing (e.g., pre-invoiced or pending project completion), remove that row from the sheet. </aside>

Record Company Income 📋

Fixed-price and retainer projects require monthly recording of company income. This practice ensures an accurate overview of profitability at the project, client, office, and company levels.

For Fixed-Price Projects

For Retainer Projects

For Hourly "Löpande" Projects

Approve Supplier Invoices

As an Invoice Manager (faktureringsansvarig), you're responsible for approving supplier invoices for all your assigned projects. This task should be completed within the first few days of each month. Deadlines are communicated monthly via our #invoicing Slack group.

  1. Navigate to the Supplier invoices tab in Check. It will automatically filter to show only invoices relevant to you. Begin with this list.